The Top 10 Factors That Determine a Quality Janitorial Vendor

Choosing a commercial janitorial vendor can feel overwhelming. You want a service provider that’s reliable, experienced, and capable of providing high-quality cleaning services, all while staying within your budget. With so many vendors available, how do you make the right choice?

Asking the right questions and verifying key areas of importance to your business is the best place to start. Here are 10 essential factors to consider when selecting the right janitorial partner for your facility:

1. Reliability

Reliability is the cornerstone of a strong janitorial company. You need a team that shows up on time, completes their work efficiently, and can handle emergencies as they arise. A dependable vendor works with your schedule and needs, not the other way around.

Reliability in the service industry goes beyond simply showing up; it reflects a company’s priorities and professionalism. Facility managers shouldn’t have to worry about whether cleaning will be completed to standard or if emergencies will be handled promptly. A reliable vendor makes consistency an expectation, not a bonus.

Questions to ask:

How large is your company, and does that impact your ability to serve my facility?
How do you handle employee absences or scheduling conflicts?
Do you offer a flexible cleaning schedule that works around my operations?
Do you have staff available for on-call emergencies?
How capable is your team in handling unexpected challenges?

2. Quality Assurance

High-quality janitorial services require consistent oversight and quality control measures. Innovative inspection systems, paired with regular evaluations, ensure your facility is cleaned to the highest standards.

Facility managers should have peace of mind that their building is being maintained, even when cleaning occurs after hours or on weekends. Strong quality assurance provides accountability, transparency, and measurable results, ensuring cleaning standards are never compromised.

Questions to ask:

What quality assurance measures do you have in place?
How often do supervisors and managers conduct inspections?
What systems are in place to capture feedback and correct performance issues?
Are your inspections documented, and can reports be shared?

3. Green Cleaning & Sustainability Practices

Green cleaning benefits both the environment and the health of your facility’s occupants. Your janitorial vendor should be transparent about their sustainability practices, cleaning products, and methods. Look for products that are USDA Biobased, Safer Choice approved, or EPA registered.

Green cleaning should be the standard across every commercial building. Beyond protecting the environment and promoting occupant health, green cleaning can also deliver measurable cost savings for your facility. Buildings that prioritize green cleaning and sustainable practices can save approximately $0.60 per square foot each year on operations and maintenance costs. By investing in green cleaning, your facility benefits from both healthier spaces and more efficient, cost-effective operations.

Energy Efficiency: Energy-efficient cleaning reduces operating costs, minimizes carbon footprint, improves air quality, and promotes occupant health. Examples include battery-powered HEPA vacuums, using low-light cleaning techniques, and minimizing HVAC use while cleaning. Incentive programs from energy providers can even reward businesses that implement energy-efficient practices.

Water Conservation: Low-flow systems, microfiber mops and cloths, and smart water-saving techniques all reduce water waste without compromising cleaning effectiveness.

Questions to ask:

What cleaning products do you use, and do they have environmental certifications?
Do you prioritize green cleaning practices?
How does your staff ensure energy efficiency while cleaning?
Are your staff trained in proper trash and recycling sorting?
How much waste do your janitorial operations generate?
Is sustainability a core value of your company?

4. Qualifications, Certification, and Insurance

A qualified janitorial vendor brings industry-standard knowledge, experience across facility types, and proper certifications. Whether you are a healthcare, retail, finance, or transportation facility, your vendor should understand your specific market.

Certifications like BSCAI, IICRC, or ISSA demonstrate professional competence and adherence to industry best practices. Equally important, insurance protects your business from liability, covering property damage, workplace injuries, or other unforeseen events that could otherwise impact your organization.

Questions to ask:

Are you qualified for this type and scope of facility?
What certifications does your company/staff hold?
Do you carry adequate insurance?
Do you have experience serving facilities similar to mine?

5. Communication & Customer Service

Clear communication is critical to a strong vendor relationship. Your janitorial provider should respond quickly to urgent requests and have a structured process for reporting and resolving issues.

Excellent customer service ensures that problems are addressed efficiently and proactively. A vendor with transparent communication channels helps you manage your facility without added stress or delays.

Questions to ask:

How quickly do you respond to urgent requests?
What is your problem-solving process for service issues?
Who is directly available to communicate?
How are service issues communicated, tracked, and resolved?

6. Oversight & Reporting

Effective oversight ensures janitorial staff stay on task and maintain high standards. Supervisors and management should monitor daily operations, provide corrective action when needed, and deliver detailed reporting.

Strong reporting systems allow facility managers to track service quality, verify completed work, and address any inefficiencies before they escalate.

Questions to ask:

How do you ensure staff arrive on time and stay on task?
What oversight and management involvement occurs on-site?
How are performance issues documented, reported, and corrected?

7. Training & Safety

A reputable janitorial vendor invests in training. Training should include proper cleaning techniques, safety procedures, communication skills, uniform and hygiene standards, and emergency response. Background checks and stringent hiring practices further ensure the integrity and trustworthiness of staff.

Questions to ask:

How often are team members retrained or certified?
Do you conduct background checks and follow structured hiring standards?
Are employees trained in emergency safety procedures and proper equipment use?
What topics are covered under your training program?

8. Team Member Care

Vendors who prioritize the well-being of their team members see lower turnover and higher-quality services. Satisfied employees are more engaged, attentive, and motivated to deliver excellent cleaning results. While such companies may have higher rates, those rates often reflect investments in employee benefits, training, and support programs.

Questions to ask:

How do you support your staff’s well-being?
What is your turnover rate, and how do you maintain employee satisfaction?
What programs or benefits do you provide to support your team members?

9. Organized & Transparent Billing System

A clear and transparent billing system eliminates surprises and ensures smooth financial management. Facility managers should have easy access to invoices, detailed line items, and explanations of services rendered.

Questions to ask:

How is your billing system structured?
Can you provide a sample invoice?
Are there any additional fees or potential surprises in billing?
How often are invoices issued, and what are your payment expectations?

10. Years of Service & Testimonials

Experience and reputation matter. A vendor with a long track record, positive client testimonials, and proven results demonstrates reliability and trustworthiness. Look for evidence of long-term client relationships and engagement within the industry and community.

Questions to ask:

How long have you been providing janitorial services?
Can you provide references or client testimonials?
Are you active in the local business or industry community?
Have you received any recognition or awards for service quality?

Finding a Quality Janitorial Vendor

Your potential janitorial service provider should be able to answer all of these questions confidently. Choosing the right vendor is critical to the cleanliness, safety, and efficiency of your facility. Above all, a strong janitorial partner is reliable, communicates clearly, and consistently provides services that exceed your expectations.

Want to make it easy? Ask MSNW these questions! With 30 years of experience providing janitorial services across the Pacific Northwest, MSNW has a proven track record of reliability, quality, and customer satisfaction. Our team is trained, certified, and equipped to handle facilities of all types and sizes. We prioritize green cleaning, energy efficiency, safety, and the well-being of our staff.

By partnering with MSNW, you can rest assured your facility is in capable hands, delivering a clean, safe, and welcoming environment for your employees, clients, and visitors.